Please direct all program related information and questions to:

Sharon Spinks
Domestic Violence and Sexual Assault Unit
Office of Adult Services and Basic Supports

Division of Family and Community Services
Phone: 217-782-0947
Fax: 217-557-9894

I. Introduction/Definition

The Department's Domestic Violence Prevention and Intervention Program is dedicated to assisting individuals to live free from domestic violence by promoting prevention and by working in partnership with communities to advance safety, equality and respect for all.

The Program supports community-based providers which provide awareness and education about domestic violence, training to professionals and volunteers who deliver support to victims and directly provide victims and their vulnerable family members with quality comprehensive domestic violence services including emergency shelter, crisis, information regarding referrals and resources, counseling, advocacy, transportation and outreach.

The Domestic Violence Statewide Help Line is part of the Department's response to domestic violence. The Help Line provides statewide, toll-free, 24-hour, 7 day-a-week, multi-lingual, confidential services to victims and perpetrators of domestic violence, and information to people calling on behalf of a victim including friends or family of the domestic violence victim and first responders such as the police. The Help Line provides victims' access and direct referrals to the Department's funded domestic violence providers via a three-way phone linkage.

Help Line staff make referrals to domestic violence service agencies, identify non-traditional domestic violence services, provide safety planning or tips, and help victims explore service options. The Help Lines' trained domestic violence advocates help provide a safety network for Illinois residents living in remote areas of the state and for those for whom English is not their primary language. Additionally, the Statewide Help Line also increases access to domestic violence services for the deaf and hard of hearing by providing the most up to date technology.

II. Policies & Procedures

Statutes/Rules

The Provider agrees to act in accordance with all state and federal statutes and administrative rules applicable to the provision of services pursuant to this Agreement.

Federal

  1. Section 301-313 of the Family Violence Prevention and Services Act, as amended by Section 201 of the CAPTA Reauthorization Act of 2010,Pub. L. 11-320

State

  1. Illinois Domestic Violence Act of 1986 (750 ILCS 60/227)
  2. Victim Services Administrative Rule 89 Ill. Admin. Code Ch 1, Sub Chapter C, 130.200
  3. Domestic Violence Shelters Act 20 ILCS 1310

III. Contract and Amendment Process

Contract Process

The contract between the Department and the Provider is generally referred to as the Agreement and consists of several parts:

  1. Community Service Agreement, containing the standard contract language used for all Department contracts
  2. Exhibit A, containing Scope of Services/Purpose of Grant
  3. Exhibit B, containing Deliverables
  4. Exhibit C, containing Payment Information
  5. Exhibit D, containing Contact Information
  6. Exhibit E, containing Performance Measures
  7. Exhibit F, containing Performance Standards
  8. Exhibit G, containing State Agency Contracts
  9. Attachment E
  10. The Program Manual, attached by reference to the Agreement, contains the program service provisions.

The Department will initiate the contract by having it online for the Provider to obtain and sign. The Provider will fax signature page to the Department to obtain the Secretary's signature and the Department will return a copy of the executed signature page of the contract to the Provider via pdf email.

Amendment Process

There are two types of amendments to an executed Community Service Agreement.

  1. Letters of increase or decrease

    A letter is sent to the Provider stating the intent to increase or decrease dollars to specific program services existing in the Community Service Agreement. There is no need for the Provider to sign and return this document.

  2. Formal amendments

    A two-party signed agreement to an executed Agreement is a formal amendment. The following process is required for a formal amendment to be processed:

    1. Adding new program services

      An amendment to add a new program service must contain a detailed summary of services to be provided under the executed Community Services Agreement and a method of payment.

    2. Extending the service dates of the Community Services Agreement*

      An amendment to extend the service dates of the Community Services Agreement must contain the following information: -Agreement number as it appears on the original Community Services Agreement; Provider name; clause stating the new term of the Agreement; signatures of the Provider and the Secretary of the Department of Human Services

      *NOTE: A Community Services Agreement end date should be June 30, due to mandates in the State Finance Act regarding audit period. Language on pages one through nine in the Community Services Agreement may not be changed.

    3. Extending the service dates of an existing program attachment - An amendment to extend the date of a specific attachment in the existing Community Services Agreement must contain the following information: Agreement number as it appears on the original Community Services Agreement; Provider name; clause stating the new term and the specific attachment name and number; signatures of the Provider and the Secretary of the Department of Human Services
    4. Changing language within an existing program attachment - An amendment to change language in an existing program attachment of the Community Services Agreement must contain the following information: -Agreement number as it appears on the Community Services Agreement; Provider name; clause(s) stating the new language; signatures of the Provider and the Secretary of the Department of Human Services

IV. Deliverables/Costs/Payments

  1. Payments to the Provider will be made on a monthly or quarterly basis, as prescribed by the Dapartment.
  2. The Department will compare the amount of payments made to date with the documented expenditures provided to the Department by the Provider. In the event the documented services provided by the Provider do not justify the level of award being provided to the Provider, future payments may be withheld or reduced until such time as the services documentation provided by the Provider equals the amounts previously provided to the Provider. Failure of the Provider to provide timely documentation may result in a reduction to the total award.
  3. The final payment from the Department under this Agreement shall be made upon the Department's determination that all requirements under this Agreement have been completed, which determination shall not be unreasonably withheld. Such final payment will be subject to adjustment after the completion of a review of the Provider's records as provided in the Agreement.

V. Provider Responsibilities

The Provider shall work with the Department to develop a program plan and shall carry out the activities agreed to in the program plan.

The Provider shall work with the Department to jointly determine recordkeeping and reporting requirements and shall submit the required reports to the Department on a quarterly basis within 30 days of the end of each quarter.

The Provider shall submit within 60 days of the end of the contract year a final year-end report detailing for the fiscal year all recordkeeping and reporting activities as determined through agreement with the Department.

The Help Line shall provide toll-free, 24 hour, 7 day a week, confidential and multi-lingual assistance to callers throughout the State of Illinois and function as a clearinghouse for domestic violence services and information.

The Help Line shall maintain an extensive database of statewide resources and shall link callers to the most appropriate and accessible resource.

The Help Line shall be staffed by trained and certified domestic violence advocates known as Victim Information and Referral Advocates (VIRAs).

VIRAs shall be onsite and available to answer calls 24-hours a day, 365 days a year. Spanish speaking VIRSs shall always be available to answer calls and staff shall access the A T & T Language Line for additional language support.

The Help Line shall accept calls and provide assistance and information to all callers throughout the State of Illinois.

Callers shall be provided with immediate information about their rights and options and upon request, shall be offered a direct three-way link to community-based domestic violence resources to include shelter, counseling, legal advocacy, and children's services.

VI. Department Responsibilities

The Department will respond to the needs of the Provider as required within the full scope of the Agreement.

VII. Support Services

Utilization of Community Resources

It shall be the responsibility of each project director to coordinate the services provided through the project with other sources of care in the community, such as:

  1. Illinois Department of Juvenile Justice
  2. Illinois Department of Children and Family Services
  3. Local probation departments
  4. Local mental health agencies
  5. Local schools
  6. Local substance abuse providers
  7. Other related social services agencies
  8. Local law enforcement agencies

VIII. Billing Instructions

Providers shall use the following methodology to document the use of these funds:

  1. The Provider shall provide summary documentation by line item of actual expenditures incurred for the purchase of goods and services necessary for conducting program activities. The Provider shall use generally accepted accounting practices to record expenditures and revenues as outlined in DHS Rule 509, Fiscal Administrative Recordkeeping and Requirements.
  2. Expenditures shall be recorded in the Provider's records in such a manner as to establish an audit trail for future verification of appropriate use of Agreement funds.
  3. Expenditure documentation shall be submitted, in a format defined by the Division of Family and Community Services, to the Department on a monthly or quarterly basis, within 30 days after the end of each calendar month/quarter.
  4. All financial record keeping on the part of the Provider shall be in accordance with generally accepted accounting principles consistently applied.

Expenditure Documentation Form Instructions

Expenditure Documentation Form

IX. Program Monitoring

The Provider will provide the Department with requested monitoring and evaluation information and understands that the Department will monitor, audit, and evaluate service and records. Reporting will be as required by the Department. Monitoring may include but is not limited to:

  1. On site visits to providers including inspection of client files, fiscal records, and interviews with program staff, probation staff, and judges.
  2. Telephone monitoring of service via contacts with providers and a sample of youth and families receiving service.
  3. Periodic audits.
  4. Unannounced visit
  5. The Provider agrees to send a minimum of one staff representative per program grant to attend mandated regional and/or statewide meetings sponsored by the Department.

X. Program Budget

Providers agree to establish and utilize a budget approved by the Provider's Board of Directors.

XI. Appendices/Forms

Not applicable.